TITLE
Recommendation to adopt resolution authorizing City Manager to execute a contract with Siemens Industry, Inc., of Cypress, CA, for furnishing and delivering replacement Modular Equipment Controllers for the Public Safety Building, without advertising for bids, in the amount of $118,200, and authorize a 10 percent contingency in the amount of $11,820, for a total contract amount not to exceed $130,020. (District 1)
DISCUSSION
City Council approval is requested to authorize the City Manager to execute a contract with Siemens Industry, Incorporated (Siemens), to replace nine modular equipment controllers in the Public Safety Building's energy management system. Recent failures of a controller at Fire Station #1 have prompted the Public Works Department (PW) to seek to replace these components, which are nearing the end of their useful life and there are no longer spares, as they have been phased out. This project will help avoid system failures, minimize downtime and inconvenience to building users.
The Siemens energy management system controls the lighting, heating and cooling systems in the Civic Center, Public Safety Building, and Fire Station #1. This system also allows the Facilities Management Division to adjust energy usage when Southern California Edison (SCE) mandates a power (load) reduction. In addition, it helps reduce energy consumption in combination with other energy saving devices (e.g. motion detection).
Since the late 1980s, Siemens has maintained the Civic Center, Public Safety Building and Fire Station #1 proprietary energy management system, and is the only company that can provide the controller hardware, programming and database transfers from the old panels to the new for the existing automation systems. Therefore, no useful purpose would be served by advertising for bids, and to do so would be deemed an unnecessary expenditure of public funds and staff time. City Charter Section 1801 requires that contracts for City purchases be awarded to the lowest responsible bidder after a competitive bid process, but allows for awards without a competitive bid process if accompanied by a Resolution of the City Council.
This matter was reviewed by Deputy City Attorney Amy Webber on April 29, 2015, and by Budget Management Officer Victoria Bell on May 12, 2015.
TIMING CONSIDERATIONS
City Council action to adopt the attached Resolution and execute a contract concurrently is requested at the June 2, 2015 meeting, so that Public Safety Building automated systems controllers can be replaced before there is an HVAC system failure.
FISCAL IMPACT
Contract costs will not exceed $130,020, including the recommended percent contingency of $11,800. Sufficient funds for this project are budgeted in the Civic Center Fund (IS 380) in the Public Works Department (PW). There is no local job impact associated with this recommendation.
SUGGESTED ACTION
Approve recommendation.
BODY
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LONG BEACH AUTHORIZING THE CITY MANAGER TO EXECUTE A CONTRACT WITH SIEMENS INDUSTRY, INC., WITHOUT ADVERTISING FOR BIDS, TO REPLACE MODULAR EQUIPMENT CONTROLLERS IN THE PUBLIC SAFETY BUILDING IN AN AMOUNT NOT TO EXCEED $118,200
Respectfully Submitted,
ARA MALOYAN, PE
DIRECTOR OF PUBLIC WORKS
JOHN GROSS
DIRECTOR OF FINANCIAL MANAGEMENT
APPROVED:
PATRICK H. WEST
CITY MANAGER